10 Examples of Administrative Texts (Legal and Illegal)

Basil Manning

The administrative texts They are documents that receive their name from the fact that they are used in the administrative field. They are used by the members of the administrative bodies of a company or corporation and are received by another administration or the citizenry..

As examples of administrative texts we can cite contracts, certifications or payment notifications, which can be classified within the legal course, or circulars, memos or letters of thanks, which do not have legal weight. 

These texts are characterized by the use of referential language, whose function is to provide information. In addition, the language is highly formal, cultured and technical, so that it is consistent with the communicative situation.

Some of these texts contain instructions or clauses that must be complied with, which is why this type of text seeks to express the information clearly and precisely..

Another characteristic of administrative texts is the rigidity of the structures. This means that most of these texts follow a model that remains more or less unchanged. For example, all contracts have a similar structure.

Outstanding examples of administrative texts

1- Newsletters

The newsletters are publications distributed periodically with information concerning the administrative body in question..

These bulletins can include details about the payment of workers, about the benefits they receive or about the management of the company, among others. 

2- Memoranda

Memorandums, also called memoranda or memos, are short notes that allow establishing a messaging system between the different departments of a company.

The term "memorandum" comes from the Latin memorandum, which means "to be remembered." In this sense, the information contained in a memorandum is written "to be remembered". 

It can contain instructions that must be carried out, reminders of meetings that are going to be carried out, summaries of the most important points of a conference, among others. 

3- Payment letters

Unlike newsletters and memos, payment letters are documents with legal weight, so the writing of this must be done carefully, paying attention to details such as the figures to be transferred, the names of those involved, the dates.

In letters of this type, the figures must be written in numbers and in letters (to avoid that these documents are forged in some way).

In addition, it is preferred that the amounts are written in bold, in red or with a prominent typeface, so that they are easily legible.. 

4- Collection letters

Collection letters are also legal documents and are intended to inform that a collection will be made, that an amount has already been collected, or to urge a customer to make a payment..

Collection letters that are intended to inform that an amount has already been collected are similar to invoices. Examples of these are electricity and gas bills or bank transfer vouchers, among others.

On the other hand, collection letters to urge the customer to pay are issued when a company has already made a verbal notice (usually through phone calls) and yet has not received any response from the customer. client. Thus, a written notice is sent. 

5- Informative circulars

Informative circulars contain information provided by the authority of a company.

These circulars may contain official instructions that must be complied with by the organization's workers, regulations regarding the use of furniture and company facilities, change of personnel, among others..

The title of the circular must include the issuing agent of the circular. The circulars can be addressed only to a part of the company's staff; in that case, it will be indicated after the title of the circular.

Then, the object of the circular is written under the name "subject" and, finally, the body (which contains the information to be transmitted). 

6- Contracts

Contracts are documents that are subject to the law. These documents are written agreements between two or more parties, which undertake to comply with certain clauses and conditions; If any of the parties violates the conditions of the contract, they can be fined or even sued.

An example of a contract is one that a company offers an individual to work for the organization in exchange for a salary.

7- Certificates

Certificates are administrative texts that are used to attest to a certain fact.

For example, if university studies were completed, a certificate is obtained that proves this in the form of a diploma.

When you go to a company in order to obtain a job, certificates are essential to demonstrate that you have training in a specific area; Similarly, certificates can demonstrate an individual's expertise. 

8- Thank you letters

Thank you letters are those that are issued after you have obtained a service from another company or individual.

Because business-to-business relationships are strictly professional, the language used should be solemn and formal, in order to ensure future cooperation between businesses..

9- Order letters

Order letters are documents that are intended to request a product or service.

In these letters, the required quantity must be included, in the case of a product, or the time during which the intervention of the company will be required, in the case of a service.. 

10- Curricula

The curricula, also called resume or curriculum vitae, are documents that collect various aspects of the academic and professional training of an individual.

In this sense, the curricula show the institutions in which they studied, the individual's abilities (such as language proficiency) and work experience..


  1. Business Administration. Retrieved on June 7, 2017, from en.wikipedia.org.
  2. Memorandum. Retrieved on June 7, 2017, from dictionary.com.
  3. Letter of Payment. Retrieved on June 7, 2017, from howtowritealetter.net.
  4. Contract. Retrieved on June 7, 2017, from dictionary.com.
  5. Certification. Retrieved on June 7, 2017, from merriam-webster.com.
  6. Letter of Appreciation. Retrieved on June 7, 2017, from thebalance.com.
  7. Request Letter. Retrieved on June 7, 2017, from targetstudy.com.
  8. Curriculum vitae. Retrieved on June 7, 2017, from merriam.webster.com.

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